User guide

Reserving Conferences
Avaya Meeting Exchange Web Portal 5.1 User Guide November 2008
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Auto-Generate Passcodes Field
The Auto-Generate Passcodes option indicates whether Meeting Exchange generates the
passcodes for your conference. If Auto-Generate Passcodes is selected, Meeting Exchange
generates the conference passcodes.
If the Auto-Generate Passcodes option is selected and you also enter your own sequence of
numbers for your conference passcode, Meeting Exchange uses your sequence of numbers as
the conference passcode if the sequence is not currently being used by another conference.
For more information, see Passcode Clashing
on page 19.
If the Auto-Generate Passcodes options is not selected and you forget to enter your own
sequence of numbers for your conference passcode, Meeting Exchange displays an error
message to prompt you to enter a sequence of numbers or to enable the Auto-Generate
Passcodes option.
Passcode Clashing
Passcode clashing occurs when the sequence of numbers that you enter for your Moderator or
Conferee passcode is currently being used by another conference.
If the Auto-Generate Passcodes option is enabled and passcode clashing occurs, Meeting
Exchange uses the automatically generated passcodes.
If the Auto-Generate Passcodes option is not enabled and passcode clashing occurs, Meeting
Exchange displays an error message to prompt you to re-enter an alternative sequence of
numbers.
Creating Reservations
Complete the following steps to create a conference reservation.
1. Click Book meeting. The Book screen is displayed.
2. Enter the name of the conference in the Conference Name field.
3. Enter the number of Participants in the Number of Participants field.
4. Select the conference date from the Date of Conference drop-down list.
5. Select the conference start time from the Conference Start Time drop-down list.
6. Enter the conference duration in the Conference Duration field. The CRS determines the
minimum duration.
7. Select Advertise Conference to advertise the conference.
8. Select Simultaneous Data Conference to reserve a data conference.